Confidentiality of Student Records

The Family Educational Rights and Privacy Act of
1974 (frequently referred to as the Buckley Amendment) is a federal
law that requires the College to maintain the confidentiality of
student educational records and is intended to be a safeguard against
unauthorized release of information contained in student education
records. This act applies to all enrolled students, former students
and alumnae. It does not apply to students seeking admission.

Under the provisions of the act, it is the right
of the student to inspect and to review without charge her educational
records. Educational records are defined as records regarding a
student that are maintained by the College. Not included in this
definition are:

Confidential letters of recommendation written
before January 1, 1975.

Campus police records.

Financial records submitted to the College by
the parent(s) of a student.

Those parts of education records that reveal
confidential information about another student.

Records created by a member of the faculty
or an academic or administrative official of the College for his/her
private use.

Records to which a student has waived her right
to access.

Alumnae records compiled from information after
the student has graduated.

Records for each student are maintained in the
Registrar’s office located in the Ferry Administration Building.
The records in the Registrar’s office include applications,
transcripts, transfer credit evaluations, correspondence, grade
reports, forms completed by the student, etc.
To inspect or review her records, a student must submit a written
request to the Registrar’s office. The request will be honored
within 14 days of receipt. If requested, copies of a student’s
record are available to the student for a fee to cover the cost
of duplicating. The College has the right to deny a student a copy
of the following records:

A transcript for any student for which a financial
“hold” exists (a “hold” is imposed if the
student fails to pay term bills, fees or fines).

A copy of an original transcript from another
institution.

Within the PMC community, academic and administrative
officials, including personnel of the Registrar’s office, are
permitted access to student educational records. It is the responsibility
of the Registrar’s office to keep a log that verifies the name
of each person other than academic and administrative officials
who have viewed the record, the reason and the date of access. Students
have the right to see this log.
A student’s records are not accessible to parties outside the
College without written authorization from the student. Exceptions
include:

Officials of institutions to which students
seek to enroll or have enrolled.

Persons or organizations providing students
financial aid.

Accrediting agencies carrying out their accreditation
function.

Parents of students who declare the student
a “dependent for federal income tax purposes.”

Persons acting in compliance with a judicial
order.

Persons acting in an emergency in order to protect
the health or safety of students or other persons.

Federal and state educational officials acting
pursuant to their official duties.

Organizations conducting educational testing
research.

Alleged victims of any crimes of violence who
seek from the College the results of any disciplinary proceedings
conducted by the College against the alleged
perpetrators of such crimes with respect to such crimes.

Upon request, a student has the right to receive
an interpretation of her education records from the Registrar’s
office. A student who believes that her educational records contain
information that is inaccurate or misleading or otherwise violates
the privacy or other rights may contest the information in question
by submitting a written request to the Registrar. If the correction
or clarification is not made, the student has the right to a hearing
before the Dean of the College. The student also has the right to
place in her records a statement disputing or clarifying the records.

A student has the right to waive her right of confidentiality
and any and all restrictions on access to her education records.
The College may request a student to waive her right to access to
her education records, but the student may not be required to do
so.

If the College should fail to comply with any of
the requirements of the Family Educational Rights and Privacy Act
or the regulations thereunder, the student may submit a written
complaint to the Family Policy and Regulations Office, U.S. Department
of Education, Washington, DC 20202.